CLAREMONT McKENNA COLLEGE
Policy Library
Volume X:
Information Technology Services
Chapter E-Mail:
Submitting Mass E-Mails to Claremont
McKenna College
Approved by:
Administrative Computing Committee (ACC)
History:
Issued: 12/01/2001
Updated: 04/28/2006
Revised: 04/27/2004, 12/11/2006
Reformatted/Revised: 12/14/2009
Related Polices:
Acceptable E-Mail Usage, Anti-Virus Policy, Configuration
of Out-of-Office Message, E-Mail Distribution Lists, E-Mail
Signature Block Standard
Additional
References:
N/A
Responsible
Official:
I.
Office of Information Technology Services
POLICY STATEMENT
To establish the guidelines for accepting and distributing mass e-mails to
Claremont McKenna College’s students, faculty, and staff.
II.
ENTITIES COVERED BY THIS POLICY
This policy covers rules and procedures for distributing mass e-mails via
Claremont McKenna College’s moderated e-mail lists.
III.
CONTACTS
Direct any questions about this policy to your department’s supervisor. Questions about
specific issues may be addressed to:
Subject
Submitting Mass E-Mails to Claremont McKenna
College
IV.
Contact
Telephone 1
Chief Technology
Officer
71553
DEFINITIONS
1
Numbers refer to on-campus extensions. When calling from an off-campus line, please dial (909) 62+extention for
numbers beginning with a “1” and please dial (909) 60+ extension for numbers beginning with a “7.”
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In order to cut down on the number of unsolicited e-mails to our students, faculty,
and staff, Claremont McKenna College maintains moderated e-mail lists for mass
e-mails under the user name “Inform.” The Information Technology Services
group maintains these lists. The ITS group uses the rules outlined in the next
section to determine if an e-mail is to be sent out. If there is a message with
questionable content, prior to the message being sent, the message is reviewed
by the Dean of the Students if going to students, the Dean of the Faculty if going
to faculty, and/or by the Director or Human Resources if going to staff.
To send an e-mail to the students, faculty, or staff distribution lists the following
e-mail addresses have been established for Claremont McKenna College:
Students:
Faculty:
Staff:
students@claremontmckenna.edu
cmc_students@claremontmckenna.edu
faculty@claremontmckenna.edu
cmc_faculty@claremontmckenna.edu
staff@claremontmckenna.edu
cmc_staff@claremontmckenna.edu
To send an e-mail to all of The Claremont Colleges use the following e-mail
addresses:
Students:
claremontcollegesstudents@claremontmckenna.edu
Faculty:
claremontcollegesfaculty@claremontmckenna.edu
Staff:
claremontcollegesstaff@claremontmckenna.edu
To send an e-mail to just one college use the following e-mail addresses:
Students:
students@college.edu
Faculty:
faculty@college.edu
Staff:
staff@college.edu
Where college is CGU, CMC, KGI, HMC, Pitzer, Pomona, or Scripps
college.
Each college may or may not moderate their lists.
V.
DETAILS
The guidelines for accepting or rejecting an e-mail for distribution at Claremont
McKenna College are as follows:
1.
2.
3.
4.
5.
6.
7.
No Classifieds (for sale, room for rent, lost and found, etc.)
Must include a specific date for an event (not “next Thursday”)
Must specify the location for the event
Provide a contact phone number when possible and appropriate
Always use your formal e-mail address (i.e. mary.jones@… not mjones@…)
Do not send “reminders” for events you have already published
Only Claremont Colleges recognized groups/events are allowed to be posted
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8. Do not include attachments (If appropriate, we can arrange for public folders for
posting of attachments)
9. Please submit event information at least 1 full working day before the event
10. No direct solicitations.
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